2018 Florida Literacy Conference Exhibitor Information Kit

Transcription

1 2018 Florida Literacy Conference Exhibitor Information Kit May 9-11 Orlando Marriott Lake Mary Lake Mary, FL The Florida Literacy Coalition is pleased to announce the 34 th Annual Florida Literacy Conference: Open Books Open Minds. The conference will take place May 9-11, 2018, at the Orlando Marriott Lake Mary in Lake Mary, FL. We expect approximately attendees from adult education, literacy, ESOL and family literacy programs throughout Florida. Of our attendees, approximately 40% are program administrators and 43% are teachers from public and non-profit adult education/literacy programs. Through sponsorship, advertisements and/or an exhibit space you can promote your company at the conference. Please see the enclosed pages to take advantage of these marketing opportunities. Exhibiting at the 2018 Florida Literacy Conference has been designed with the highest visibility and traffic in mind. As a potential exhibitor, you will be pleased to know that: The exhibit area will be located in the main foyer along with registration and conveniently near all general and concurrent session rooms. All refreshment breaks will take place in the exhibit hall area. The Florida Literacy Coalition will provide a link to each exhibitor's website on which receives an average of approximately 3,700 visitors per week. All exhibitors will have a listing in the conference program and attendees will be encouraged to visit exhibitors at the Opening General Session. Conference sponsors can have their software loaded onto the computers in the computer lab where, during open times, attendees can demo software on their own. Exhibitors will be given the opportunity to promote their products through special drawings held during breaks and at the closing general session. Exhibitors who have purchased a table may propose a workshop session using the Call for Presenters online form. Presentations by exhibitors will be labeled as such in the conference program. Exhibitors will be limited to one concurrent session. Exhibitors who are also sponsors, however, will be permitted to submit two proposals. FLC will contact exhibitors on a first come, first serve basis to choose table(s) for those whose exhibitor application is completed and payment is received online or postmarked by March 6, 2018.As always, exhibit space will be limited. If space is available, exhibitors will be able to purchase a second table for $150. A timely request will increase the possibility of purchasing an additional table. We will do our best to accommodate as many exhibitors as possible.

2 Cancellation/Refund Your exhibit fee is refundable if FLC receives written notice of your cancellation on or before March 8, 2018 (a $25 processing fee will be applied). We will not be able to refund fees if cancellation is received after this date. Exhibitor Eligibility The Florida Literacy Coalition, Inc. reserves the right to determine the eligibility of any company for inclusion in the conference and reserves the right to reject or prohibit any exhibit in whole or in part, or any exhibitor or his/her representative. No refund will be made as a result of the removal. Exhibitor Liability The exhibitor agrees to make no claim for any reason against the Florida Literacy Coalition, Inc. and any contractors for loss, theft, damage or destruction of goods, nor for any damage to his/her business by reason of the exhibit; nor for any injury to him/herself or employees; nor for any action of any nature of the conference or its members, offices, committees, agents, or employees. Freight Exhibitors should go directly to the hotel for shipping needs. Exhibitors will be responsible for applicable charges relating to their individual package receiving/shipping needs. Please contact the hotel event manager, Nick Agrusa at nick.agrusa@pinnaclehm.com. The following are the charges for shipping: 1-10 boxes up to 20lbs each $5.00 each boxes $10.00 each Bulk weight 100 lbs intervals Over 500 lbs $65.00 per 100 lbs $0.80 per lbs Set Up and Dismantling The exhibitor agrees to be set up prior to visitation hours. The exhibitor may not dismantle the exhibit prior to the listed times. Electric & Additional Needs Wi-Fi will be an additional cost of $ If you have any additional needs you may order it on the Marriott order form (see last page) or contact Nick Agrusa at nick.agrusa@pinnaclehm.com. Please see the Marriott order form for other AV needs. Fees The $350 per table fee entitles you to the following: Conference admission including Opening Reception for up to (two) company representatives. One 6 or 8 table, two chairs

3 Exhibitor Timeline Exhibitor Set-up: Tuesday, May 8, 3:00pm-5:30pm /Wednesday, May 9, 7:00am-8:30am Visitation: Wednesday, May 9, 8:30am-6:00pm/ Thursday, May 10, 8:00am-3:30pm Exhibitor Take-down: Thursday, May 10, 3:30pm-4:30pm Hotel Reservation Room rates for attendees and exhibitors of the Florida Literacy Conference start at $116. Reservations must be made on or before April 27, Group rates apply two days before and two day after the meeting dates of May Make your reservation online or by calling When you call please mention the Florida Literacy Conference to get the room rate. Please visit our website for more information Please note: Exhibits will be located in the main foyer along with registration. This room will be locked after exhibit hours. Please be advised there will be no additional security provided. Conference Exhibit Contact Nicole Caban Phone: (407) ext. 203 Fax: (407)

4 Exhibit Application & Contract Registration Deadline: March 10, 2018 To complete this form online, please go to this page: Organization This is how your company name will appear in conference program listing. Organization Name: Address: City: State, Zip Code: Exhibitor abstract to appear in conference program:(30 word maximum) Contact Information Office Representative: Job Title: Office Address: Address: Telephone Number: Fax Number: Conference Representative Attending: Conference Representative Attending #2: In order to process your exhibitor request, please submit payment with this completed form to FLC. You may fax this form to the Florida Literacy Coalition at (407) ATTN: Exhibitors. Or, you may mail the completed form and payment to: Florida Literacy Coalition, Inc. ATTN: Exhibitors 235 Maitland Ave. S #102, Maitland, FL Please reserve 1 table at... $ Please reserve 1 additional table at... $ TOTAL AMOUNT DUE = $ Please complete your preferred payment method: My check is enclosed. (Please make checks payable to Florida Literacy Coalition ) Check # Please invoice my agency (purchase order or letter of approval must be attached) PO# MasterCard VISA Credit Card# Expiration Date / 3 digit V Code (last 3 digits on back of card) Signature: Billing address: Space is reserved and assigned based upon the date that payment is received and according to technical services required. To ensure your space, please mail the registration form with payment. Space cannot be reserved by faxing an application. If paying by check, please indicate on your check the name of the company exhibiting. If requesting to reserve one additional table, send a separate check. In the event we cannot accommodate this request, we will contact you to determine whether to destroy or mail back the second check. Please contact Nicole Caban with any questions, comments or concerns (407) ext. 203 or at ncaban@floridaliteracy.org.

5 2018 Advertising Opportunities 2018 Florida Literacy Conference, May 9 11, 2018 Orlando Marriott Lake Mary, Lake Mary, FL Advertising in the Florida Literacy Conference program provides an estimated attendees with a lasting impression of your company, its products and support of adult and family literacy. Presenting exhibitors can also use this space to advertise their session topic, time and location. Ad Sizes & Specifications 1/4 page: $175 1/2 page, $275 Full page, $400 Inside back cover page, $500 Back cover page, $750 (must be full color) Ad artwork can be full-color or black & white unless otherwise noted LOGO IMAGES: Logo images must be 300 dpi or larger. Only TIF files and Illustrator Vector files are accepted. NON-LOGO IMAGES: Images between dpi must be TIF files and reflect the exact size of the ad purchased for the conference program. Images smaller than 150 dpi are not accepted; images larger than 300 dpi must be as close to the ad size as possible. Ad Registration Deadline: March 27, 2018 Advertising Organization (Organization Name, Contact & Address) Ad Size Preferred:¼ ½ FullInside CoverBack Cover (full color) Total Enclosed: $ In order to process your advertisement, please enclose one of the following methods of payment. You may fax your advertisement request to the Florida Literacy Coalition at (407) , ATTN: Conference or you may mail the completed form to: Florida Literacy Coalition, Inc., Attn: Advertisement, 235 Maitland Ave. S #102, Maitland, FL My check is enclosed. (Please make checks payable to Florida Literacy Coalition ) Check # Please invoice my agency (purchase order or letter of approval must be attached) PO# MasterCard VISA Credit Card # Expiration Date / 3 digit V Code (last 3 digits on back of card) Signature: Billing Address:

6 FL Literacy Conference, May 2018 Function Date: Exhibitor: Contact Name: Address: Phone: All prices are subject to 23% Service Charge and 7% Sales Tax (++) Electrical Services Quantity Cost per Day Total Extension Cord/Power Strip $18.00 each AV Services 32 Monitor with DVD player $ each 42 Monitor with DVD player $ each Internet Access Quantity One Time Fee Per Connection: WIFI Access $25.00 per connection Other: Quantity Cost Per Day Total: Shipping / Receiving (Please note number of boxes per category) 1-5 Boxes up to 20 lbs each $ 5.00 per box 6-10 Boxes up to 20 lbs each $10.00 per box Boxes $15.00 per box Bulk weight 100 lbs intervals $65.00 per / 100 lbs Over 500 lbs $.80 per lbs Please label each package with the following: Name of Sender/Company Name Address Telephone Number Group Arrival Date Group On-Site Contact Event Manager: Nick Agrusa Orlando Marriott Lake Mary 1501 International Parkway Lake Mary, Florida 32746

7 PPackages shipped to the Hotel should not be received more than three days out from conference dates. FL Literacy Conference, May 2018 Page 2 Exhibitor Name: I/Company authorize use of my/company credit card to secure payment for the above purchases Type of Card: Visa MC Amex Discover Diners Club Other CC #: Exp Date: Card Holder Name: Authorized Signature: Title: Date: Please fax or the form back the attention of: Nick Agrusa nick.agrusa@pinnaclehm.com P F